Dive in to discover tips, best practices, and common first steps when troubleshooting. This will help you continue you financial management journey with efficiency and ease.
QuickBooks Online Troubleshooting
My QuickBooks expenses are not showing up in the job costing budget.
Is the expense itemized in the Item Details (using your products and services)?
If you itemized your expense using Category Details (using chart of accounts), Buildertrend will not pull those expenses in as we map directly to your products and services.
Are your Buildertrend Cost Codes mapped to your QuickBooks Products and Services?
The product/services used on the expense will indicate which Buildertrend cost code to apply these expense totals to on the Job Costing Budget.
Is the expense coded to the same customer/project in QuickBooks that Buildertrend is linked to?
The customer/project field on a QuickBooks expense will indicate which Buildertrend job to apply these expense totals to.
Is your accounting method Cash Accounting?
If so, is your expense fully paid?
My Buildertrend bills won’t push to QuickBooks.
Are your Buildertrend Cost Codes, Sub/Vendors, and Jobs mapped to the corresponding QuickBooks Products and Services, Vendors, and Customer:Sub-Customer/Project?
The cost codes used on the bill in Buildertrend will indicate which QuickBooks product/service to apply for each cost on the bill.
The sub/vendor assigned on the bill in Buildertrend will indicate which QuickBooks vendor to associate the bill with.
The job in which the Buildertrend bill is created will indicate which Customer:Sub-Customer/Project this bill is for.
Note: Buildertrend uses the same cost codes for both bills and invoices.
Are your product/service codes marked as "I purchase this product/service from a vendor" and have an expense account assigned?
When setting up your product/services, you need to indicate that you purchase this product/service from a vendor and set an expense account to assign the bill costs to.
If the bill is marked billable, does the product/service code have an income account assigned?
When setting up your product/services, you need to indicate that you sell this product/service to your customers and set an income account so that when you invoice the bill, the product/service code used on the bill will go to the correct income account.
Are you using a unique bill number?
In order to easily identify specific bills, QuickBooks will prevent the use of duplicate bill numbers associated with the same vendor.
Is the bill date in a closed accounting period?
When an accounting period is closed in QuickBooks, the only way to add in additional expenses is to input a password. Buildertrend is unable to bypass the password protected accounting period wall.
My Buildertrend invoices won’t push to QuickBooks.
Are your Buildertrend Cost Codes and Jobs mapped to the corresponding QuickBooks Products and Services and Customer:Sub-Customer/Project?
The cost codes used on the invoice in Buildertrend will indicate which QuickBooks product/service to apply for each cost on the invoice.
The job in which the Buildertrend invoice is created will indicate which Customer:Sub-Customer/Project this invoice is for.
Note: Buildertrend uses the same cost codes for both bills and invoices.
Are your product/service codes marked as "I sell this product/service to my customers" and have an income account assigned?
When setting up your product/services, you need to indicate that you sell this product/service and set an income account to assign the invoice costs to.
Are you using a unique invoice number?
In order to easily identify specific invoices, QuickBooks prevents the use of duplicate invoice numbers.
Is the invoice date in a closed accounting period?
When an accounting period is closed in QuickBooks, the only way to add in additional invoices is to input a password. Buildertrend is unable to bypass the password protected accounting period wall.
My Buildertrend time clock entries won’t push to QuickBooks.
Are your Buildertrend Cost Codes and Internal Users mapped to the corresponding QuickBooks Products and Services and Employees?
The cost codes associated with the employee's Buildertrend time clock entry will indicate which QuickBooks product/service to apply for labor rate purposes.
The Buildertrend internal user will indicate which QuickBooks employee to associate the time entry with.
My Buildertrend time entries pushed to QuickBooks without assigning to a customer/project.
Was the Buildertrend job your employee clocked in under linked to a QuickBooks Customer:Sub-Customer/Project?
Buildertrend does not require jobs to be linked to a corresponding Customer:Sub-Customer/Project in order to push time entries.
You can edit the time entry in QuickBooks once it's been pushed to include the Customer:Sub-Customer/Project OR you can delete the time entry in QuickBooks, correct the job mapping in Buildertrend, and re-push the time clock entry.
QuickBooks Desktop Troubleshooting
My QuickBooks expenses are not showing up in the job costing budget.
Have you run the Web Connector?
Is the expense itemized in the Items tab (using your Items)?
If you itemized your expense using the Category tab (using chart of accounts), Buildertrend will not pull those expenses in as we map directly to your Items.
Are your Buildertrend Cost Codes mapped to your QuickBooks Items?
The items used on the expense will indicate which Buildertrend cost code to apply these expense totals to on the Job Costing Budget.
Is the expense coded to the same customer/job in QuickBooks that Buildertrend is linked to?
The customer/job field on a QuickBooks expense will indicate which Buildertrend job to apply these expense totals to.
Is your accounting method Cash Accounting?
If so, is your expense fully paid?
Is it a Vendor Credit?
Vendor Credits will not pull into Buildertrend. You would need to manually add this expense into Buildertrend.
My Buildertrend bills won’t push to QuickBooks.
Are your Buildertrend Cost Codes, Sub/Vendors, and Jobs mapped to the corresponding QuickBooks Items, Vendor, and Customer:Job?
The cost codes used on the bill in Buildertrend will indicate which QuickBooks item to apply for each cost on the bill.
The sub/vendor assigned on the bill in Buildertrend will indicate which QuickBooks vendor to associate the bill with.
The job in which the Buildertrend bill is created will indicate which Customer:Job this bill is for.
Note: Buildertrend uses the same cost codes for both bills and invoices.
Are your item codes marked as "This service is used in assemblies or is performed by a subcontractor or partner" and have an expense account assigned?
When setting up items, you need to indicate that you purchase this item from a subcontractor and set an expense account to assign the bill costs to.
Are you using a unique bill number?
In order to easily identify specific bills, QuickBooks will prevent the use of duplicate bill numbers associated with the same vendor.
Is the bill date in a closed accounting period?
When an accounting period is closed in QuickBooks, the only way to add in additional expenses is to input a password. Buildertrend is unable to bypass the password protected accounting period wall.
My Buildertrend invoices won’t push to QuickBooks.
Are your Buildertrend Cost Codes and Jobs mapped to the corresponding QuickBooks Items and Customer:Jobs?
The cost codes used on the invoice in Buildertrend will indicate which QuickBooks item to apply for each cost on the invoice.
The job in which the Buildertrend invoice is created will indicate which Customer:Job this invoice is for.
Note: Buildertrend uses the same cost codes for both bills and invoices.
Do your item codes have an income account assigned?
When setting up your product/services, you need to set an income account to assign the invoice costs to.
Are you using a unique invoice number?
In order to easily identify specific invoices, QuickBooks prevents the use of duplicate invoice numbers.
Is the invoice date in a closed accounting period?
When an accounting period is closed in QuickBooks, the only way to add in additional invoices is to input a password. Buildertrend is unable to bypass the password protected accounting period wall.
My Buildertrend time clock entries won’t push to QuickBooks.
Please contact support for troubleshooting for this issue.
During the initial integration, the option to "Allow this application to access personal data..." must have been checked.
If this was not checked during the initial integration, you will not be able to push time entries from Buildertrend to QuickBooks until you enable this setting in QuickBooks Desktop.
Navigate to:
Preferences
Integrated Application
Company Preferences
Select "Buildertrend Web Connector Service"
Click Properties
Check "Allow this application to access.."
Ensure that the Use time data to create paychecks checkbox is selected on the payroll info tab of the employee record in QuickBooks.
Are your Buildertrend Cost Codes mapped to your QuickBooks Items?
The items used on the time clock entry in Builertrend will indicate which QuickBooks item the time is associated with for labor rate purposes.
Is your time sheet closed in QuickBooks while the web connector is running?
When your time sheet in QuickBooks is open, Buildertrend may not push time as it is assuming you are making modifications within QuickBooks and doesn't want to overwrite any information you may currently be making.
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